Add & Manage Assets

  • Updated on Jul 18, 2025
  • Published on Jul 18, 2025
  • 3 minute(s) read
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Assets are your files inside of your site. This article will show you how to add an Asset to your HCMS.

File Size Restrictions

  • The site has a size limit of 500 MB per individual file.

  • Please see our article for Supported File Uploads to view allowed file types.

  • Any images larger than 2600 by 2600 pixels size will compress down. For information on image compression, see our article on Compression.

Add Asset(s)

Who can use this feature?

Owner | Developer | Publisher | Author (submit for approval)

  1. Navigate to Assets on the left-hand menu Assets tab in menu.

  2. Select + Add Files Add files button.

  3. Select a Permission Set and Categories Permission set and categories fields.

  4. Click on the Select File(s) button or drag and drop files into the upload area Select files button.

  5. Locate a file from your computer and click Open Open picture.

    Note: To open multiple files at once, press Ctrl and then select your files

  6. View your new asset(s) Asset card.

  7. You can change an asset's publish status if needed

Change an Asset's Status

Who can use this feature?

Owner | Developer | Publisher | Author (submit for approval)

  1. Navigate to AssetsAssets tab in menu.

  2. Hover over an asset and click the three-dot action menuThree-dot actions menu next to an asset.

  3. Click Actions and then Change to [status]Change status options.

    • Change to Published: Configure your Notifications options and click Confirm Notifications fields.

      Note: An image must have alternative (alt) text before it can be published. Edit the asset to add alt text.

      • Notify users of newly published asset: Choose to not send or send a notification now

        Note: Notifications will not be sent for imported items or if more than one item is published at a time using bulk actions

      • Scheduling: Choose to publish immediately after you click Confirm or choose a publish/unpublish Date

    • Change to Draft: Configure the pop-up options and click ConfirmDraft options.

      • Set to Draft immediately: Select for the asset to immediately go into draft status

      • Set to Draft at a later date and time: Choose a date and time for the asset to become a draft

    • Change to Archive: Select an archive option and click ConfirmArchive options.

      • Set to Archived immediately: Select for the asset to immediately archive

      • Set to Archived at a later date and time: Choose a date and time for the asset to be archived

Edit an Asset

Who can use this feature?

Owner | Developer | Publisher | Author (submit for approval)

  1. Navigate to Assets on the left-hand menu Assets tab in menu.

  2. Hover over the desired asset and click the Actions (three dots ...) menu Three dot action menu.

  3. Select Edit Edit asset.

  4. Modify desired fields on the Metadata tab Metadata fields.

    • Permission Set: Edit Permission Set(s)

    • Categories: Add or remove categories for your asset

    • Name: Give your file a name. The default name will be the file name from your computer.

    • Slug: Edit the URL slug for your asset or click Generate for the system to auto-populate the field

    • Tags: Add or remove tags to easily identify the asset in search functions

      Note: The system automatically attaches tags to images, text files, Word files, and PDFs. You may change these tags at any time. We do not allow duplicate tags to exist on a single file.

    • Image is Decorative: Decorative images will use alt text (alt=“”) and are un-editable. View the Decorative Images article from the Web Accessibility Initiative.

    • Alt Text: Add or modify the alternative text (Alt text is required to publish the asset)

    • Metadata: View/add Metadata for the asset

    • Protected: Specify whether an asset is protected or not

  5. If your asset is an image, the following options are available:

    1. On the Image tab, use the tools at the top to modify your image Image editing toolbar.

      • Rotate Left: Click to rotate your image to the left

      • Rotate Right: Rotate your image to the right

      • Flip Vertically: Choose to flip the image vertically

      • Flip Horizontally: Select to horizontally flip your image

      • Reset: Click to return your image to its original state

      • Crop: Click and drag your cursor over the image to crop it Crop image.

    2. On the Focus Point tab, select the position of the focus point when there are different aspect ratios used Select focus point on image.

  6. Click SaveSave button.

Replace an Asset

Who can use this feature?

Owner | Developer | Publisher | Author (submit for approval)

  1. Navigate to Assets in the left-hand menu Assets tab in menu.

  2. Drag and drop the new item onto the existing asset Update asset.

    Note: When you replace a file, all descriptive information (name, description, tags) is kept the same, which allows you to manually update the information if you wish. The system will not add any new recommendations/descriptions. Edit the Asset to change any information.

  3. Click Yes on the pop-up that says, Do you really want to replace asset [name] with a newer versionReplace asset confirmation.

Delete an Asset

Who can use this feature?

Owner | Developer | Publisher

  1. Select Assets on the left-hand side Assets tab in menu.

  2. Hover over the desired asset and click the Actions (three dots ...) menu Three dot action menu on an asset.

  3. Select Delete delete asset.

  4. Select Yes on the Do you really want to delete the asset? prompt to confirm Confirm delete asset.

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